Policies & Procedures

Reservations

In order to rent properties, you must be 21 or older.

The deposit is 50% of the total reservation amount and will be applied to your credit card at the time your reservation is made. The remaining balance is due 30 days prior to the check-in date. Failure to make payment in the allotted time may result in cancellation. Once the final payment has been processed no monies will be refunded.

We accept all major credit cards. The person whose credit card was used for the initial deposit MUST sign the "Rental Agreement" and is the person who will be responsible for the rental unit. We WILL NOT accept payment from more than one person.

After the reservation has been submitted, confirmation and written instructions will be sent to you by email. PLEASE BRING THIS WITH YOU as it contains the security gate code to open the gate into the development and directions to your cabin.

Reservation Changes

All reservation changes: $25

Rates & Maximum Occupancy

You must provide the exact number of guests, including children, when making your reservation. See each cabin’s individual rental page for specific rates and maximum occupancy.

Pricing for additional guests for cabins that allow more than 4 guests:

• Guests 12 & older: $20 night per person

• Guests under 12: $10 night per child

Additional guests MUST be declared and paid for prior to check-in.

Management reserves the right to perform head counts. If you are found to have more guests than paid for you will be asked to vacate the premises and no monies will be refunded. All rates/prices are subject to change. However, the price quoted at the time a reservation is made is what will apply.

Cancellation

To cancel a reservation, please contact the office immediately. Cancellations, switching of properties, or date changes all invoke this cancellation policy. All cancellation notifications must be received in writing.

After the reservation is processed there will be a $80 fee to cancel. In addition, the refund policy is as follows:

• 0-14 days from check-in: No refund

• 15-30 days from check-in: One-time reschedule with new check-in date within 60 days of notification. If not rescheduled, no refund.

• 31-90 days from check-in: One-time reschedule with new check-in date within 90 days of notification. If not rescheduled, no refund.

• 90+ days from check-in: Deposit refunded (minus $80 cancellation fee)

The Cancellation Policy is enforced. Travel Insurance through a 3rd party company is recommended.

Damage Deposit

All reservations require authorization to charge for damages beyond normal wear and tear that occur during your stay up to $500.00. Damage amounts above this will involve notification of the individual cabin owner so they may pursue additional actions.

Check-in Procedures

Standard check-in time is 3:00 PM Central Time (CT).

Early check-in may be available depending on the cabin’s reservation schedule, housekeeping, maintenance, and other operational needs.

Early Check-In Options:

1:00 PM — $25
11:00 AM — $50

Early check-in is by request and prior approval only and is not guaranteed. Guests should contact Laurel Fork Rustic Retreat during the week of arrival to check availability. The applicable early check-in fee must be paid before arrival.

Guests may not enter or begin using the property before their confirmed check-in time. This includes unloading vehicles or trailers, unloading horses, using stalls, or otherwise accessing the property. Unauthorized early entry will result in a $100 fee.

In the rare event that additional cleaning or maintenance is required, Laurel Fork Rustic Retreat reserves the right to delay occupancy until the cabin is fully cleaned and ready for your arrival.

It is the responsibility of the person making the reservation to provide the gate code and cabin directions to all members of their party. The office is not always staffed, so someone may not be available to assist guests with access upon arrival.

Checkout Procedures

Check-out time is 11:00 AM Central Time (CT).

Before departing, guests are asked to follow the check-out instructions provided inside the cabin, including starting the dishwasher, removing trash, starting one load of towels, and stripping sheets and pillowcases from used beds.

Please return any moved furniture or cabin items to their original locations, turn off lights, secure all doors and windows, and return the key to the lockbox.

Essentials

All cabins include a starter amount of essentials including: bed sheets, paper towels, soap, trash bags, and toilet paper.

Feel free to bring your own washing detergent (not included) and any additional essential items for your needs.

Pets

All properties are pet-friendly!

• Pets: $25 per pet, non-refundable

• Limit: up to 2 pets per cabin

All pets MUST be declared and paid for prior to check-in.

Pets are required to be on a leash and accompanied by the owner when outside the cabin. Pets are required to be in a crate if left alone. Pets are not allowed on furniture or bedspreads. If any evidence of such is found, a minimum $100+ extra cleaning fee will be automatically charged to the card on file.

Horses & Stalls

Proof of negative Coggins is required. Stallions (stud horses) are NOT allowed.

• Horse: $15 per horse, per night

All horses MUST be declared and paid for prior to check-in.

Stall(s) must be cleaned upon departure. Failure to clean stall(s) will result in a $20 cleaning fee per stall.

Horseback Riding

You may ride your horses within the retreat on the gravel roads only. Retreat Road ends at the National Park boundary and becomes an official park horse trail. Please keep all horses off the grass.

Please be mindful of other guests’ privacy. Do not ride into cabin driveways or make your own trails through the woods.

Hot Tub Care and Use

If your property includes a hot tub, please enjoy it responsibly and use it at your own risk.

Before entering, please shower to remove oils and lotions. Keep the hot tub cover securely in place when the hot tub is not in use, as high winds can damage or blow the cover off.

Do not sit, stand, climb, or lie on the hot tub cover. Hot tub covers are made of foam and can easily be damaged. Damage to a hot tub cover during your stay may result in a minimum $500 charge.

Do not turn off or unplug the hot tub. Do not add soaps, bath oils, chemicals, or any other products to the water unless instructed by management.

Grill Care and Use

If your property includes an outdoor BBQ grill and you use it, then you are responsible for cleaning the cooking grates and exterior surfaces, emptying the grease trap, and turning OFF the gas at the tank.

We ask that you do this for your safety, the property's safety, and the safety of the wildlife.

Inclement Weather Policy

Guests are responsible for being prepared for possible weather and road conditions during their stay. Refunds, credits, or date changes will not be provided due to inclement weather or road conditions.

Travel insurance is recommended.

Indoor/Outdoor Fireplace

Enjoyment of indoor fireplace(s) is permitted as follows:

• Allowed: October through April

• Prohibited: May through September

Firewood

Locally cut firewood is available for you and your guests and is for sale on-site adjacent to the retreat entrance.

Per Big South Fork National River & Recreation Area guidelines, firewood from outside of these five counties surrounding the park (McCreary, Scott, Morgan, Fentress, and Pickett) is strictly prohibited.

Cabin Equipment Repairs

In the event of an equipment malfunction, please notify management as soon as possible so we can make every reasonable effort to resolve the issue. It may be necessary for management or maintenance personnel to enter the property during reasonable hours to inspect or make repairs.

Equipment malfunctions do not automatically qualify for refunds or compensation.

Lost Items

Laurel Fork Rustic Retreat and the property owner are not responsible for personal items left behind at the rental property.

Non-Smoking

Laurel Fork Rustic Retreat and all properties we manage are NON-SMOKING properties. Smoking is strictly prohibited inside any cabin, barn, or stable.

Evidence of smoking inside a cabin will result in a minimum $100 additional cleaning fee charged to the card on file.

Camping/Hookups

We do not provide camping spaces or hookups for any recreation vehicle. While RVs can be parked in driveways, sleeping/staying in them is prohibited.

Gatherings

All gatherings, including family cookouts, birthday parties, etc., must be pre-approved by management at the time of booking and may not exceed the property’s maximum occupancy. Additional fees may apply.

Management reserves the right to perform head counts. If you are found to have more guests than you have paid for or received prior approval for, you will be asked to vacate the premises and no monies will be refunded.

Wildlife

Feeding ANY wildlife animal is strictly prohibited. Do not leave any trash or food unattended outside the cabin as this will attract wild animals and may result in damage, personal injury, harm to wildlife, or fines. An on-site dumpster is provided for your use at the office.